Senior Administrative Associate

USI Department of History; Evansville (IN); On-site; USD 18,207 - 25,931; Full time

Benefits offered by this job

Full tuition waiver

Retirement plan with 7% contribution

Paid vacation days

Job summary

University of Southern Indiana in Evansville, IN seeks a Senior Administrative Associate to support the Vice President for Finance and Administration. This role coordinates executive calendars, drafts official documents, and ensures timely follow-up on meetings and materials.

The position oversees budgeting-related tasks, procurement, travel, and compliance activities, requiring discretion, strong communication, and the ability to manage sensitive information in a complex university environment.

Qualifications

• High School Diploma or GED required.
• Five (5) years of progressively responsible administrative or executive support experience.
• Proficiency with Microsoft Office applications (Outlook, Word, Excel, PowerPoint) and other administrative or financial systems.
• Strong interpersonal, written, and verbal communication skills.
• Ability to exercise independent judgment and handle confidential information with discretion; willingness to become a Notary Public.

Responsibilities

• Provide direct, high level administrative support to the Vice President for Finance and Administration.
• Manage complex executive calendars; prioritize requests; schedule meetings; prepare agendas and materials.
• Draft and format executive correspondence, reports, and official documents with accuracy.
• Support divisional budgeting, monitoring, and routine financial reports for leadership.
• Coordinate procurement, travel, reimbursements, and contract documentation following policies.

Skills

Microsoft Office

Executive support

Communication

Confidential information handling

Notary public willingness

Education

High School Diploma or GED

Associate or Bachelor's degree in business administration, accounting, finance, or related field

Job description

Position Summary

The Senior Administrative Associate serves as a senior-level partner to the Vice President for Finance and Administration and the Assistant Vice President for Finance and Administration. This position provides advance administrative, operational, and analytical support to division leadership and plays a critical role in ensuring the effective coordination of executive activities, financial operations, and strategic initiatives.

• 494297
• Evansville, Indiana, United States
• Office / Clerical Staff

Title: Senior Administrative Associate

Division: Finance and Administration

Department: Finance and Administration

FLSA Status: Non-Exempt

Salary Range: Grade 7: $16.02/hour

Duties/Responsibilities

Executive Leadership Support

• Provide direct, high level administrative support to the Vice President for Finance and Administration, with functional guidance from the Assistant Vice President for Finance and Administration.
• Manage complex executive calendars; independently prioritize requests; schedule and coordinate meetings; prepare agendas; and ensure timely preparation and follow up of meeting materials.
• Draft, edit, and format executive correspondence, reports, presentations, and official University documents with a high degree of accuracy and professionalism.
• Serve as a primary point of contact for the Office of Finance and Administration, exercising independent judgment in responding to routine inquiries and determining appropriate escalation when necessary.

Financial and Operational Oversight

• Assist with divisional budget planning, monitoring, and analysis, including tracking expenditures, reviewing transactions, identifying trends or discrepancies, and preparing routine financial and budget reports for executive leadership.
• Coordinate procurement activities, travel arrangements, reimbursements, and contract documentation in compliance with University policies, state regulations, and established timelines.
• Monitor accounts, encumbrances, and invoices to ensure fiscal accuracy, timely approvals, and proper documentation.

Strategic Coordination and Compliance

• Support divisional strategic initiatives, audits, and special projects by gathering and analyzing data, preparing materials, coordinating timelines, and tracking deliverables.
• Assist with records retention, compliance reporting, and audit preparation in accordance with University policies and regulatory requirements.
• Maintain organized electronic and physical filing systems for sensitive financial, personnel, and administrative records, ensuring confidentiality and accessibility.

Institutional Liaison and Communication

• Act as a liaison between the Division of Finance and Administration and other University departments, senior leadership, governing bodies, and external partners.
• Coordinate divisional communications, announcements, and documentation to ensure clarity, consistency, accuracy, and timeliness.
• Foster positive, professional working relationships with faculty, staff, administrators, and external stakeholders while representing divisional leadership.

Additional Responsibilities

• Maintain divisional organizational charts, contact lists, and key administrative documentation.
• Coordinate or support meetings, events, and engagements involving external agencies, boards, or committees as assigned.
• Perform other duties as assigned in support of the Division of Finance and Administration and the University’s mission.

Required Knowledge And Skills

• High School Diploma Or GED Required.
• Five (5) years of progressively responsible administrative or executive support experience, preferably supporting senior leadership in a complex organizational environment.
• Demonstrated proficiency with Microsoft Office applications (Outlook, Word, Excel, PowerPoint) and other administrative or financial systems.
• Strong interpersonal, written, and verbal communication skills, including the ability to prepare, edit, and proofread professional level documents.
• Proven ability to exercise independent judgment, prioritize competing demands, and handle highly confidential and sensitive information with discretion.
• Willingness to become a Notary Public if not currently licensed.

Preferred Knowledge And Skills

• Associate or bachelor’s degree in business administration, accounting, finance, or a related field.
• Experience supporting vice presidential or cabinet level leadership in higher education or the public sector.
• Background in budgeting, accounting, financial reporting, or audit support.
• Familiarity with University enterprise, financial, or ERP systems.

Functional Requirements

• Ability to remain in a stationary position for extended periods while performing administrative and analytical duties.
• Ability to use computers and computer systems (hardware and software) to set up functions, enter data, create documents and spreadsheets, and process information. Ability to retrieve information from written and from computer-generated reports.
• Occasional physical access to other workstations, other departments and meeting rooms as required for coordination, events, meetings and training purposes.
• Requires sustained concentration, organization, and problem solving skills to manage multiple priorities and deadlines.
• Ability to maintain a consistently professional demeanor and effective communication while supporting executive leadership and working under time sensitive or high pressure conditions.

Regular Work Hours/Travel Requirements

Standard work hours are Monday through Friday, 8:00 a.m. to 4:30 p.m.

Occasional overtime or schedule flexibility may be required to support executive meetings, deadlines, or special projects.

About USI

The University of Southern Indiana is a public higher education institution located on a beautiful 1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for this position include:

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service.

For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits.

Background Check

A background check will be required for employment in this position.

Authorization to Work in the United States

USI typically will not sponsor an employment-related visa for this position.

Interview Accommodations

Persons with disabilities requiring accommodations in the application and interview process please contact the Associate Director of Human Resources, Constance Hermann, at [e-mail] or [phone]. Contacting the Associate Director of Human Resources is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at [e-mail] or [phone].

EEO Statement

USI is an Equal Opportunity Employer as to all protected groups, including protected veterans and individuals with disabilities.